Subee Newlake would like to wish you every success during your employment, whether you recently joined or whether you are an existing employee. It is hoped that your experience of working with us is positive and rewarding.
Subee Newlake is a privately and family-owned in-home care business.
Our staff provide services to help our clients stay at home and maintain their independence. If our clients need help at home, there are funding packages available to access services which might help, such as NDIS, iCare or Home Care funding package. This funding helps our clients access services we provide, such as:
- In-home personal care,
- in-home cleaning and gardening,
- in-home domestic assistance,
- in-home respite for carers,
- transportation, and
- even in-home clinical and nursing care.
When the clients funding is approved, they need to find an approved provider such as Subee Newlake. We will book a time to send one of our helpful Service Coordinators to visit, to discuss their needs. They listen to what the clients’ difficulties and goals are and help them decide on where to spend that budget.
They then deliver a personalised plan to match that needs and funding. The Service Coordinators help optimise the amount of help clients can access, supply or source and book the services they need, arrange payments, handle any problems and help them get the best value for their package-dollar.
We employ over 130 great local people. Our Community Care Workers and Nursing staff provide reliable in-home support where and when our clients need it.
We’ve been caring for families in the Coffs Coast area (Subee) and Newcastle area (Newlake) since 1992. So, we have nearly
30 years of experience available to our clients, 24 hours a day, 7 days a week.
We have a proven track record and we take accreditation, training and regulations very seriously. As part of the team providing those services, we need you to take them seriously too.
The Employee Handbook sets out:
- the Employer’s rules and regulations,
- reference to the policies and procedures relating to your employment and
- contains information on your benefits and protections.
If you require any clarification or additional information, please speak to your manager.
The content of the Employee Handbook is also available on the Staff Portal.
All employees are required to comply with the Employee Handbook. Therefore, we ask that you read the content carefully, as you may be subject to appropriate disciplinary action (up to and including termination) if you breach the rules and regulations described in this Employee Handbook.
The Employer is committed to providing equal opportunities and the principle of equality in accordance with relevant legislative provisions. We are confident that you share our commitment in implementing these policies.
We will not tolerate any unlawful discriminatory act or attitude in the course of your employment or in your dealings with our clients, suppliers, contractors, members of the public or fellow colleagues. Acts of unlawful discrimination, harassment or victimisation will result in disciplinary action.
Amendments to this Employee Handbook will be issued from time to time.
This Employee Handbook does not form part of your contract of employment, unless expressly stated otherwise. However, in any event, the Employee Handbook may be considered when interpreting your rights and obligations under your terms of employment.
At the start of your employment, you will be required to complete an induction program, during which all our policies and procedures (including, where relevant, those relating to Health and Safety) will be explained and/or provided to you, as necessary. This employee Staff Portal is also a reference place to view Subee Newlake Policies. Induction also includes training requirements.
You may be provided with a job description to help illustrate your role. Amendments may be made to your job description from time to time in relation to Subee Newlake’s changing needs and your own ability.
The length of your probationary period is set out in your Contract of Employment. Casual employees are also subject to a probationary period. During this period, your work performance and general suitability will be assessed and, if it is satisfactory, your employment will continue.
However, if your work performance is assessed as generally unsuitable, the Employer may either take remedial action (which may include the extension of your probationary period) or terminate your employment at any time prior to confirmation of your employment.
We reserve the right not to apply full capability and disciplinary procedures during your probationary period.
Subee Newlake’s policy is to monitor your work performance on a continual basis so that we can maximise your Strengths and identify and help you with any areas needing developement. Staff appraisals will occur on an annual basis with your line manager.
Whenever necessary, you may be transferred to alternative duties within Subee Newlake. During holiday periods, for example, it may be necessary for you to take over duties normally performed by colleagues. Your flexibility is essential for operational efficiency as the type and volume of work is always subject to change as it is based on our client’s needs.
Availabilities are to be provided to the Employer in writing. Any changes to your availabilities must be provided to management in writing. Changes to casual staff availability may result in less hours being offered and changes to permanent availability may only occur by agreement with the Employer. The Staff Shift Availability Form is available from the Roster team.
Email Coffs rosters by clicking here.
Email Newlake rosters by clicking here.
It is a condition of your employment that you are prepared, whenever applicable, to travel to any other of our sites or client sites within a reasonable travelling distance. This mobility is essential to the smooth running of the business.
You may be rostered to work Monday to Sunday. Currently, there are no standard hours for care staff due to the nature of the work.
The standard hours for office staff are Monday to Friday 8.30am to 4.30pm, but these hours may change from time to time.
You are required to be present and ready to commence work at your rostered starting time. The Employer considers lack of punctuality a serious conduct issue.
Breaks are to be taken when arranged by the Employer. You are required to adhere to the break length as directed by Management and be ready to commence work at the end of the break. You are required to notify Management immediately if you are struggling to take the break, so that it can be rectified or varied.
Care staff will be invited to attend a quarterly support meetings per year and will be paid to attend these meetings.
Admin staff are expected to attend and engage in monthly administration meetings and monthly combined administration meeting.
During your employment, you are required to immediately report, to Management, any convictions or offences with which you may be potentially or have been charged.
At the commencement of your employment, you will receive any induction training necessary for your specific job. Training will be ongoing and additional annual mandatory training is provided. As your employment progresses, your role may be extended to encompass new activities within the business.
You are expected to participate in any training deemed necessary for you to
perform your role at the required standards.
The business maintains an annual training calendar and training records on the internal database, TRACK.
All care staff are expected to complete a minimum of 12 hours training in their own time each year. Subee Newlake provides a free online learning system, ‘Altura’, that has relevant learning/training modules.
Each staff member is allocated a unique username and password to access the Training Portal and the Staff Portal to access their online training.
This may include online training and face to face training.
Compulsory Online Training – When you begin working here, there is compulsory online induction training over your first 6-months of employment. Afterwards there will be annual training that you must complete. You are paid to complete face to face annual mandatory training and clinical competencies at the expense of the business. And after each module of training is successfully completed, you will receive a Certificate.
Induction Training – These include training modules such as Manual Handling, Infection Control & Waste Management, Elder Abuse, Medication Assist, professional boundaries, Dementia, Aged Care Quality Standards, WHS and Personal Safety when providing care, Complaints and Incident Management, Report Writing and Restrictive Practices.
Recurrent Annual Training – These include face to face training with the Registered Nurse on Manual Handling, Infection Control & Waste Management, Report Writing, Medication Assist. Recognising & Responding to Abuse and Restrictive Practices & restraints are completed online and considered compulsory and must be done annually.
Management reserves the right to vary the definition and content of compulsory training.
All staff must complete recommended online training as directed by their direct supervisor. If not completed it may result in performance management.
Additional training needs may be identified by Subee Newlake registered nurse or senior management. This might happen if you have a new client to provide care to, who has specific needs you need to be aware of.
Payment for these can only be approved by Management and must be eequested in advance using a Training and Development Request form.
Administration staff have compulsory induction training requirements but may, on occasion, be asked to attend workplace training on or off the premises. These are generally within worktime.
Administration staff wishing to attend external training that will benefit themselves and the business should discuss this with their manager in advance.
Staff may also be asked to, or request to, attend a conference or meeting. The approval process is the same.
Training can only be formally approved by the Business Owner.
Note that once training is paid for, it is expected that, unless there are unforeseen circumstances (illness etc) staff will attend. Failure to attend without prior consultation may result in staff being asked to reimburse any costs if the training request was initiated by the staff member.
The business has the right to amend training requirements depending on industry and accreditation standards.
Subee Newlake has a policy of encouraging its employees to undertake training in order to advance their career to the benefit of both the business and the individual.
Subee Newlake may agree to contribute to the cost of the training. In this event, you may be asked to enter into a specific agreement for training (the Training Agreement). However, where Subee Newlake has contributed to your training and your employment is terminated, for whatever reason, Subee Newlake will seek reimbursement of the costs in line with the Training Agreement. Further details are available from your Manager.
Report & Timesheet Policy
This procedure applies to all Progress Reports received as part of the weekly timesheet/payroll process.
The Progress Report is a critical tool in quality management, incident management, staff performance monitoring, payroll and invoicing.
The CFO/Clinical Team Leader has responsibility and authority to ensure this procedure is followed. S/he may delegate tasks to qualified personnel as needed. Under normal operational circumstances the delegation sits with the Roster Coordinator and Accounts Coordinator.
All employees are responsible for knowing and following this procedure.
Rosters will be emailed to you on Fridays for the upcoming week.
Once received, please review and accept roster.
After you finish each shift, use the online timesheet (“UPDATE”).
We encourage you to complete your online timesheet daily. This assists the payroll team.
Timesheets must be completed by no later than 12pm Mondays for the previous week.
If you experience any problems, please just let us know and we will work quickly to respond and rectify the issue.
Please email roster enquiries/issues to your local office or call during business hours.
COFFS ROSTERS: firstname.lastname@example.org
NEWCASTLE ROSTERS: email@example.com
Emergency after hours phone (0418 425 504) must only be contacted if shift affected is outside of business hours (Eg. can’t attend, sickness, running late)
Please email payroll enquiries to firstname.lastname@example.org
Progress reports need to be written for every shift. Progress notws should be objective and detailed as per Report Writing training and Altura Module, “How to document in the homecare setting.”
Progress notes can be viewed by administration staff in our internal database, TRACK.
Progress Reports are dispatched to the Case Manager (CM) for reading and signing by close of business Tuesday following the completion of the pay cycle.
It is the CM’s responsibility to escalate any clinical concerns to the RN on duty.
It is the CM’s responsibility to identify and process any concerns that should be reported as ‘Incidents’.
Upon completion of signing, all progress Reports are dispatched back to the OA, who scans, renames as per Subee Newlake protocol (Y/M/D Client’s Surname Client’s First name care staff initial) on the client file on the secure Subee Newlake network.
Once securely filed, hardcopies are destroyed via the confidential shredding service.
Staff who do not provide timesheet documentation in full are always to be contacted via phone in the first instance and are advised that non receipt of Timesheets and Progress Reports may impact on payment of wages. Staff following up should flag non-compliance (i.e. that an office employee has had to initiate follow up with a care staff member) in Carelink notes using the appropriate label –‘Progress Reports not Received’ or ‘Timesheets not Received’.
Failure to comply with a request to supply documents should be escalated to the FO who may then escalate to the Company Director, who may exercise the discretion to withhold wages.
Wages will arrive in your bank account by close of business Friday each week. Wages will be paid in arrears.
You will receive a payslip showing how the total amount of your pay has been calculated. It will also show the deductions that have been made and the reasons for them, for example, tax and agreed deductions.
Any pay queries that you may have should be raised with management.
If you are overpaid for any reason, the total amount of the overpayment will normally be deducted from your next payment. If this would cause hardship, arrangements may be made for the overpayment to be recovered over a longer period.
At the end of each tax year you will be given a summary statement showing the total pay you have received during that year and the amount of deductions for tax and other matters. You should keep this document in a safe place as you may need to produce them for tax purposes.
Where you feel that additional hours are outside your normal duties, you must have these hours approved, in writing, by management prior to working these hours. You will not be paid any overtime unless this approval has been provided.
Additional hours worked to complete your ordinary duties, for example, staying back late to correct your own erroneous work, will generally be considered reasonable additional hours and will not ordinarily be paid as overtime but may be approved by the business owner via the CFO/Clinical Team Leader as time in lieu.
Superannuation contributions will be made on your behalf in accordance with all current government legislation.
You must attend work punctually at the time(s) specified in your contract of employment or as otherwise agreed. You are required to comply strictly with any time recording procedures relating to your work. You must return to work following authorised breaks, punctually and at the time you are to resume work.
In the event you are going to be late to work, or following an authorised break, you are required to notify your manager as soon as possible and indicate when you expect to arrive.
All absences due to illness must be notified in accordance with the sickness reporting procedures set out in this Employee Handbook.
Regular or excessive lateness or unauthorised absence may result in disciplinary action and/or loss of pay.
If there is a temporary shortage of work for any reason, we will try to maintain your continuity of employment. With your agreement, we may place you on reduced hours, or alternatively, temporary leave. If you agree to be placed on reduced hours, your pay will be reduced according to time worked. If you are placed on leave, this will be processed as leave without pay unless you elect to utilise any accrued leave entitlements.
Management may send you home where there is no useful work for you to do, such as during:
- breakdown of equipment;
- industrial action; or
- a cause which Subee Newlake cannot reasonably be held responsible, such as pandemic or natural disaster.
This list is not exhaustive. Generally, you will not be paid for this time. However, by agreement you may be able to access accrued leave.
Your Leave & Holidays
You are entitled to accrue annual leave in accordance with the National Employment Standards (NES), unless otherwise stated in your contract of employment. For the avoidance of doubt, casual employees are not entitled to annual leave. Your annual leave pay will be at your normal basic pay unless shown otherwise in your contract of employment.
It in Subee Newlake’s policy to encourage you to take all of your holiday entitlement in the current year.
You must complete the Leave Application Form, and have it approved by management before you make any firm holiday arrangements. Care Workers must send the leave request form to the Roster Coordinator and Office Staff must send the leave request form to the CFO/Clinical Team Leader.
You must give at least two weeks’ notice of your intention to take annual leave of a week or more and one week’s notice is required for leave periods less than one week (extended notice periods of up to eight weeks apply for leave taken over the Christmas period).
Annual leave dates will normally be allocated on a fair and equitable basis that includes employee circumstances, notice for leave intention, and employee position requirements to ensure operational efficiency and appropriate staffing levels are maintained throughout the year.
However, due to high operational demands, approval for annual leave over the Christmas period will need to be considered addressing both employee and client needs.
Your entitlement to public holidays is in accordance with the National Employment Standards (NES), unless otherwise stated in your individual contract of employment.
However, due to the nature of the our work, you may be reasonably required to work a public holiday. You will be given advance notice if work on a public holiday is required.
You are entitled to be paid for personal leave in accordance with the National Employment Standards (NES), unless otherwise stated in your contract of employment. For the avoidance of doubt, casual employees are not entitled to paid personal leave.
Paid personal leave accrues over the course of your employment.
Full time employees will accrue up to ten days of paid personal leave for each year of continuous service. Part time and fixed-term employees are entitled to this entitlement on a pro-rata basis.
Personal leave accrues, and will be credited to you, progressively throughout the year.
You are entitled to take personal leave:
- because you are not fit for work due to a personal illness or personal injury affecting you; or
- to provide care or support to a member of your immediate family, or a member of your household who requires your care and support because of:
- a personal illness or injury affecting the member; or
- a sudden, or unexpected, emergency affecting the member.
If your entitlement to personal leave is exhausted, you may take two days’ unpaid carer’s leave for each occasion when a member of your immediate family or a member of your household requires your care and support because of:
- a personal illness or personal injury affecting the member; or
- a sudden, or unexpected, emergency affecting the member.
An immediate family member is a:
- de facto partner;
- sibling, or
- child, parent, grandparent, grandchild or sibling of the employee’s spouse or de facto partner. A household member is any person who lives with you.
You must notify the Employer by telephone on the first day of incapacity or at the earliest possible opportunity and, in any case, by no later than before your usual start time. Care Staff must notify the Roster Coordinator, Office staff must notify the CFO/Clinical Team Leader.
Text messages and e-mails are not an acceptable method of notification. Other than in exceptional circumstances notification should be made personally to your manager.
You should try to give an indication of your expected return date and notify Management as soon as possible if this date changes. The notification procedures should be followed on each day of absence, unless you are covered by a doctor’s medical certificate.
If your incapacity extends to more than seven days you are required to notify us of your continued incapacity once a week thereafter, unless otherwise agreed.
A medical certificate from a registered health practitioner or, if not reasonably practical, statutory declaration is required from the employee setting out the reasons for the absence in circumstances where the personal leave is on two or more consecutive days.
The Employer retains the discretion to require a doctor’s certificate or statutory declaration for any absence.
The Employer will notify you of this requirement as appropriate.
You should notify your manager as soon as you know on which day you will be returning to work, if this differs from a date of return previously notified.
On return to work after any period of personal leave, you may be required to attend a return to work interview to discuss the state of your health and fitness for work. Information arising from such an interview will be treated with strictest confidence.
You may be required to provide a certificate from your own doctor stating that you are fit to return to your duties. This will always be required where you have suffered a workplace injury/illness that required medical treatment.
If you have been suffering from an infectious or contagious disease or illness such as rubella or hepatitis, you must not report for work without clearance from your own doctor.
Submission of a medical certificate may not always be regarded as enough justification for accepting your absence. Sickness is just one of several reasons for absence and although it is understandable that if you are sick you may need time off, continual or repeated absence through sickness may not be acceptable to the Employer.
In deciding whether your absence is acceptable, the Employer will consider the reasons for your absences and extent of them, including any absence caused by sickness/injury. We cannot operate with an excessive level of absence as all absence, for whatever reason, reduces the Employer’s ability to operate successfully.
The Employer will not tolerate any non-genuine absences, and any such instances will result in disciplinary action being taken.
If considered necessary, we reserve the right to ask your permission to contact your doctor and/or for you to be independently medically examined.
If you or your partner become pregnant or are notified of a match date for adoption purposes, you should notify management at an early stage so that your entitlements and obligations can be explained to you.
Under the National Employment Standards (NES), employees who will have at least 12 months of continuous service as at the expected date of birth of the child, are entitled to 52 weeks of unpaid parental leave. Casuals with regular on-going work are also entitled to unpaid parental leave. You may request an additional 52 weeks of leave which will only be refused by the Employer on reasonable business grounds.
Other forms of leave, such as annual leave and long service leave, may be taken concurrently with parental leave, but when combined with the unpaid parental leave must not exceed the 52-week period.
Leave is available only to the primary caregiver of the child, except at the birth of the child where the other parent is entitled to 8 weeks of concurrent unpaid leave. Any parental leave taken by the other parent will be deducted from the total entitlement of
52 weeks unpaid leave.
You must give the Employer at least ten weeks prior notice of your intention to take unpaid parental leave.
This can be done in accordance with the Employer’s leave application procedures.
When advising of your intention to take unpaid parental leave you must provide the following:
- a medical certificate indicating the expected date of birth of the child, or, where the leave is adoption related, the expected date of placement;
- an expected return date; and
- details of any parental leave your partner intends to take.
You may be entitled to government funded parental leave. The Paid Parental Leave Scheme is fully funded by the Australian Government. Employees who are expecting a child or adopting a child are eligible for up to 18 weeks of paid Parental Leave at the rate of the National Minimum Wage if they meet the Eligibility criteria. For further details, eligibility criteria and to apply for this payment please refer to the Department of Human Services.
From 1 January 2013, two weeks of Dad and Partner Pay will be paid by the Government at the minimum wage if you’re on unpaid leave from work, after having a baby or adopting a child. Requests are to be made via the Leave Application Form as Parental Leave, and the employee and the Employer will need to reach an agreement as to your unpaid leave period. For further details and to apply for this payment please refer to the Department of Human Services.
Full time and part time employees are entitled to two days paid compassionate leave for each occasion when a member of your immediate family, a member of your household or your spouse’s immediate family:
- contracts or develops a personal illness that poses a serious threat to their life; or
- sustains a personal injury that poses a serious threat to their life; or
You are entitled to long service leave in accordance with the relevant laws of the state in which you are employed. Long service leave should be taken as soon as reasonably practicable after you become entitled to it.
You are entitled to community service leave in certain circumstances. Community service leave is for eligible community service activities such as SES and volunteer fire fighting. Community service is generally unpaid.
Your entitlement for payment for Jury Duty will depend on the relevant state and federal legislation.
Circumstances may arise where you need time off for medical/dental appointments, or for other reasons. Where possible, such appointments should be made outside normal working hours. If this is not possible, timeoff required for these purposes may be granted at the discretion of management and will normally be without pay.
Procedures & Policies
You may be required to use a motor vehicle to enable you to efficiently perform your duties.
Where travelling in the course of duties, the motor vehicle is a workplace and the Employer recognises it has health and safety obligations in respect of this. The Employer will ensure that company motor vehicles are registered and insured in accordance with the relevant legislation.
You must, always, comply with the Motor Vehicles policy in this Handbook. It is your responsibility to see that any Subee Newlake motor vehicle is not used by anyone other than authorised persons.
If you are driving a motor vehicle with Subee Newlake branding on display, please remember you are always representing Subee Newlake whilst driving or on the road. You must therefore drive in a manner that is considerate of other road users. Any complaint about a driver will be investigated and disciplinary action may result.
You are responsible for ensuring you comply with any Employer policies and procedures relating to motor vehicles and their use. You must:
- possess a current driving licence and management’s authority to drive during the performance of your duties;
- produce your driving license for scrutiny by management at any time as requested; and
- inform the Employer immediately if you are disqualified from driving.
When operating a motor vehicle in the performance of your duties, you must observe and obey the relevant road laws in the state or territory in which you are driving. In particular, you must:
- always adhere to the appropriate speed limit;
- always wear the restraints provided when travelling in the motor vehicle;
- ensure that you are not affected by alcohol and/or drugs at the time of driving;
- report any defects or issues with the motor vehicle to the Employer as soon as reasonably practical;
- ensure that the motor vehicle is maintained in safe working order;
- ensure that only authorised passengers are transported and are kept safe while doing so; and
- ensure that authorised passengers use the restraints provided.
Using a private vehicle for employer purposes
When using your own vehicle in the performance of your duties, you are responsible for ensuring the vehicle is roadworthy and in a presentable condition. You will be responsible to register, insure and service any private motor vehicles used in the performance of your duties.
You must ensure that whilst driving your motor vehicle to perform your duties, it is clean, free of rubbish and personal items at all times, and in a safe and good working order.
You are responsible for washing the motor vehicle, and for ensuring that appropriate levels of oil, water and tyre pressure are maintained.
Use of a mobile phone while operating a vehicle
You must operate mobile phones in compliance with all road rules and in particular ensure:
- you do not use a mobile phone whilst driving unless via an approved hands-free or cradle device;
- you limit your usage whilst using an approved device to short conversations only;
- you do not use SMS, video and/or email whilst driving; and
- you do not hold or touch a phone at any time whilst driving unless the motor vehicle is legally parked (even if you are just passing it to a passenger).
Fixtures, fittings and modifications
No fixtures such as aerials, roof racks, towing apparatus, or stickers may be attached to any Employer vehicles without prior written permission.
No change or alterations may be made to the manufacturer’s mechanical or structural specification of the vehicle.
Cleaning and maintenance
When you drive one of the Employer’s vehicles, it is your responsibility to ensure that it is always kept clean and tidy and free from rubbish and personal items and that it is returned to the Employer in that condition after use. Smoking in Employer vehicles is not permitted.
Any maintenance or repair work, or replacement of parts, including tyres, must be approved in advance by the Employer, and reimbursement will only be made against production of an authorisation. When requested by the Employer you must ensure servicing is carried out. Full details of the work required, and the cost involved must be given.
Before you use one of the Employer’s vehicles, and on its return, you are responsible for ensuring that the oil and water levels, battery and brake fluid and tyre pressures are maintained and that the tread of all tyres conforms to the minimum legal requirements.
The Employer reserves the right to request to deduct the cost of the valet from your pay where you fail to adequately clean the vehicle.
Fuel cards are to be used for business related travel only. Odometer readings are to be entered at the time of the purchase of fuel with the fuel card. Fuel cards are always to be kept safe and secure.
You must ensure that you adhere to all business requirements for fuel related purchases which may include, but is not limited to, specific locations for purchases, type of products that can be purchased and spend limits on purchases.
We will not be held responsible for any fines (eg parking, speeding, tolls etc) incurred by you whilst working for the Employer. If we receive the fine on your behalf, we may pay the fine and reserve the right to request to deduct the cost from any monies owing to you.
If you are involved in an accident you must follow the Emergency Procedures Policy and notify management s soon as possible in accordance with the Reporting Injury or Incidents Policy.
In the case of theft of one of the Employer’s vehicles, the police and the Employer must be informed immediately. Full details of the contents of the vehicle must also be given. If any contents are stolen from the vehicle, the police and the Employer should be notified immediately.
Please note that only Employer property is insured by the Employer and you should make your own arrangements to cover your personal effects.
You must always secure the vehicle and its contents and turn on any alarm system that is fitted to the vehicle. The contents should be stored out of sight, preferably in the boot or rear. If a vehicle is stolen, we are required to prove to the insurance company that there has been no negligence and, therefore, we must hold you responsible in the event of such negligence.
Subject to the restrictions already stipulated, Employer vehicles may only be used for authorised business, unless previous arrangements for private domestic or social use have been agreed in advance. They may not be used for the carriage of passengers for hire or reward, nor may they be used for any type of motoring sport, including racing, rallying or pace making, whether on the public road or on private land.
On periods of leave, you may be required to return the Employer vehicle to the Employer, unless otherwise agreed with management.
In the event of an at fault accident whilst driving one of the Employer’s vehicles or where any damage to an Employer vehicle is due to your negligence or lack of care, the Employer reserves the right to insist on you rectifying the damage at your own expense or paying the excess part of any claim.
Repeated instances may result in disciplinary action/and or the use of Employer vehicles being withdrawn.
Along with the specific guidelines and procedures outlined throughout this Handbook, there are some simple day to day measures that can be adopted by management and employees alike to reduce the risks to health and safety in the workplace.
Management and employees alike must ensure:
- no plant, equipment or safety device (including PPE) is altered or removed from the workplace without express management authority;
- all safety signs, policies and procedures are complied with in full;
- illegal drugs are not brought into, or used, in the workplace; and
- persons affected by alcohol or drugs are not permitted to access, or remain at, the workplace.
You must ensure that you wear and use any personal protective equipment and clothing issued for your protection at all appropriate times.
Failure to ensure that the workplace is kept neat and tidy may create unnecessary hazards.
Management and employees alike are responsible for maintaining a neat and tidy workplace. This involves:
- ensuring emergency exits, thoroughfares and pedestrian access points are not obstructed;
- ensuring aisles and work areas are always clear and free from obstruction so as not to cause additional hazards including slip, trip, or fall hazards;
- placing rubbish in the bins provided; and
- ensuring all work, communal areas and facilities are always kept clean and tidy.
Any exposed cut or burn must be covered with a first-aid dressing.
If you are suffering from an infectious or contagious disease or illness such as rubella or hepatitis you must not enter the workplace without clearance from your own doctor.
Contact with any person suffering from an infectious or contagious disease must be reported before commencing work.
Fitness for work
If you arrive for work and, in the Employer’s opinion, you are not fit to work, the Employer reserves the right to exercise its duty of care, particularly where the Employer believes that you may not be able to undertake your duties in a safe manner or may pose a safety risk to others. We may send you away for the remainder of the day with or without pay and, dependent on the circumstances, if you are an employee you may be liable to disciplinary action.
You may be required to provide a certificate from your treating doctor stating your fitness for duties before being permitted to return to work.
Subee Newlake is committed to the provision of a fair, healthy and safe workplace in which everyone is treated with dignity and respect and in which no individual or group feels bullied, threatened or intimidated.
Bullying or harassment in any form is unacceptable behaviour and will not be permitted or condoned.
We recognise that bullying and harassment can exist in the workplace, as well as outside, and that this can seriously affect workers’ working lives by detracting from a productive working environment and can impact on the health, confidence, morale and performance of those affected by it, including anyone who witnesses or has knowledge of the unwanted or unacceptable behaviour.
The intention of these procedures is to inform workers of the type of behaviour that is unacceptable and to provide procedural guidance.
We recognise that we have a duty to implement this policy and all workers are expected to comply with it. Harassment is any unwanted physical, verbal or non-verbal conduct based on grounds of age, disability, gender identity, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation which affects the dignity of anyone at work or creates an intimidating, hostile, degrading, humiliating or offensive environment.
A single incident of unwanted or offensive behaviour can amount to harassment.
Harassment can take many forms and individuals may not always realise that their behaviour constitutes harassment. Examples of harassment include:
- insensitive jokes and pranks;
- lewd or abusive comments about appearance;
- deliberate exclusion from conversations;
- displaying abusive or offensive writing or material;
- unwelcome touching; and
- abusive, threatening or insulting words or behaviour.
These examples are not exhaustive and disciplinary action at the appropriate level will be taken against employees committing any form of harassment. Appropriate action in relation to an employee will include disciplinary action in accordance with the Employer’s disciplinary and disciplinary termination procedure. For other workers, appropriate action may include termination of their engagement with the Employer.
Bullying is repeated, offensive, abusive, intimidating, insulting or unreasonable behaviour directed towards an individual or a group, which makes the recipient(s) feel threatened, humiliated or vulnerable. Note single incidents of bullying will not be tolerated.
Bullying can occur in the workplace and outside of the workplace at events connected to the workplace, such as social functions or business trips.
Bullying can be a form of harassment and can cause an individual to suffer negative physical and mental effects.
Bullying can take the form of physical, verbal and non-verbal conduct. As with harassment, there are many examples of bullying, which can include:
- abusive, insulting or offensive language or comments;
- unjustified criticism or complaints;
- physical or emotional threats;
- deliberate exclusion from workplace activities;
- the spreading of misinformation or malicious rumours; and
- the denial of access to information, supervision or resources such that it has a detrimental impact on the individual or group.
These examples are not exhaustive and disciplinary action at the appropriate level will be taken against employees committing any form of bullying. Appropriate action in relation to an employee will include disciplinary action in accordance with the Employer’s disciplinary and disciplinary termination procedure. For other workers, appropriate action may include termination of their engagement with the Employer
Reasonable management action taken in a reasonable way
It is reasonable for managers and supervisors to allocate work and to give fair and reasonable feedback on a worker’s performance. These actions are not considered to be workplace bullying or harassment if they are carried out lawfully and in a reasonable manner, taking the circumstances into account.
Examples of reasonable management action can include but are not limited to:
- setting reasonable performance goals, standards and deadlines;
- rostering and allocating working hours where the requirements are reasonable;
- transferring a worker for operational reasons;
- deciding not to select a worker for promotion where a reasonable process is followed;
- informing a worker of their unsatisfactory work performance;
- meeting with a worker to discuss performance and/or conduct;
- informing a worker of their unreasonable or inappropriate behaviour in an objective and confidential way;
- implementing organisational changes or restructuring; and
- taking disciplinary action including suspension or termination of employment.
Bullying and harassment complaint procedures
We recognise that complaints of bullying, harassment, and particularly of sexual harassment, can sometimes be of a sensitive or intimate nature and that it may not be appropriate for you to raise the issue through our normal grievance procedure. In these circumstances you are encouraged to raise such issues with a senior colleague of your choice (whether or not that person has a direct supervisory responsibility for you) as a confidential helper.
If you are the victim of minor bullying or harassment you should make it clear to the alleged bully or harasser on an informal basis that their behaviour is unwelcome and ask the individual to stop. If you feel unable to do this verbally then you should hand a written request to the individual, and your confidential helper can assist you in this.
Where the informal approach fails or if the bullying or harassment is more serious, you should bring the matter to the attention of management as a formal written complaint and again your confidential helper can assist you in this. If possible, you should keep notes of the bullying or harassment so that the written complaint can include:
- the name of the alleged bully or harasser;
- the nature of the alleged incident of bullying or harassment;
- the dates and times when the alleged incident of bullying or harassment occurred;
- the names of any witnesses; and
- any action already taken by you to stop the alleged bullying or harassment.
On receipt of a formal complaint we will take action to separate you from the alleged bully or harasser to enable an uninterrupted investigation to take place. This may involve a temporary transfer of the alleged bully or harasser to another work area or suspension of employees (with contractual pay) until the matter has been resolved.
The person dealing with the complaint will invite you to attend a meeting, at a reasonable time and location, to discuss the matter and carry out a thorough investigation. You have the right to be accompanied at such a meeting by your confidential helper or another work colleague of your choice and you must take all reasonable steps to attend. Those involved in the investigation will be expected to act in confidence and any breach of confidence will be a disciplinary matter.
On conclusion of the investigation which will normally be within ten working days of the meeting with you, a report of the findings and of the investigator’s decision will be sent, in writing, to you and to the alleged bully or harasser.
General notes on reporting
If the report concludes that the allegation is well founded, appropriate action will be taken against the bully or harasser.
If you bring a complaint of bullying or harassment you will not be victimised for having brought the complaint. However, if the report concludes that the complaint is both untrue and has been brought with malicious intent, appropriate action will be taken against you. Appropriate action in relation to an employee will include disciplinary action in accordance with the Employer’s disciplinary and disciplinary termination procedure. For other workers, appropriate action may include termination of their engagement with the Employer.
Zero tolerance policy
The use of drugs or alcohol jeopardises a safe workplace. The Employer has a zero-tolerance policy with regard to drugs and alcohol and the workplace. Employees are not permitted to work while under the influence of drugs or alcohol.
Non-compliance with this policy and any associated procedure by employees may result in disciplinary action up to and including termination.
The Employer recognises alcohol and other drug dependencies as treatable conditions and encourages those persons who may be subject to such dependency to seek assistance from appropriate organisations or support groups.
Workers and visitors must not be adversely affected by drugs or alcohol at work or while at work functions, and must at all times be fit to perform their work safely.
Alcohol may be consumed at some Employer events. Where this is the case, the Employer encourages responsible alcohol consumption. At no time should you be drunk or behave in a manner which is inappropriate.
Prescribed and over the counter medication
Employees who are taking any prescribed/over-the-counter medication or drugs which may affect their ability to perform their work must notify management as soon as possible. You may be required to produce a medical certificate stating that you are fit for work or specifying any restrictions.
The Employer may require screening for alcohol and drugs. For employees, this may include pre-employment testing. Testing may be conducted based on reasonable suspicion or following an incident or accident. The Employer reserves the right to carry out random testing across all levels of employees.
The following provides examples of activities which may result in disciplinary procedures, up to and including termination of your employment or engagement with the Employer. If you:
- are removed from the workplace due to impairment or reasonable suspicion of impairment;
- return a positive result following testing;
- return a blood alcohol level of more than 0.00 or the equivalent in urine or breath samples;
- refuse reasonable direction to undertake drug and alcohol screening; or
- are in possession of illegal drugs for supply or consumption in the workplace or the Employer’s vehicles.
This list is not exhaustive.
If you perform work on a client site which conducts regular or random drug and alcohol testing, you will be required to participate.
Where you are suspected of being affected by drugs or alcohol, you may be required to participate in appropriate testing. Positive readings at any time will result in disciplinary procedures up to and including termination of your employment or engagement with the Employer.
If you return a positive result or refuse to participate in testing, you will be required to cease work immediately and leave the workplace. This time will be unpaid until such a time that you are fit to return to work. You will not be able to return to the workplace until you return a negative result. If you are required to leave the workplace, you will be required to report to management on your return or when you are no longer under the influence of drugs or alcohol, to discuss the incident.
No smoking policy
Smoking on the premises or in Employer vehicles is not permitted. You are only permitted to smoke in designated areas and during your breaks.
If working on alternative sites, you must adhere to all relevant client site-specific policies and procedures regarding smoking.
This policy documents the process for ensuring all employees have a current Police Check under federal law, and demonstrates Subee Newlake’s commitment to protect vulnerable people and members of the public.
This procedure applies to all employees, volunteers and key personnel, regardless of role, position or conditions of employment within the organisation.
The organisation has a clear legal requirement under the Aged Care Act to request and hold current police checks for all staff who ‘are reasonably likely to have access to care recipients, whether supervised or unsupervised’ (Police Certificate Guidelines for Aged Care Providers and Disability Inclusion Act 2014 NSW).
This policy has been informed by the Aged Care Quality and Compliance Group Police Certificate Guidelines (DSS updated Sept 2014 https://www.dss.gov.au/our-responsibilities/ageing-and-aged- care/police-certificate-guidelines-for-aged-care-providers, accessed September 2015) and Probity in Employment Policy for FACS funded disability service providers (Family and Community Services http://www.adhc.nsw.gov.au/ data/assets/file/0003/303465/Probity -in-Employment-Policy.pdf accessed September 2015).
Responsibility and authority
The CFO/Clinical Team Leader and Human Resource Manager and any staff member delegated with the responsibility of recruiting or screening prospective employees are responsible for upholding this policy. The monitoring of police check status may be delegated to other staff.
All employees are responsible for knowing and following this procedure.
A police check will only be requested for the specific purpose of applicant screening.
Provision of a current police check, no more than 12 months old, will be advised as part of the selection criteria.
All applicants must provide a Police check prior to commencing employment and any offer of employment is subject to this condition.
Exceptions can only be made at the discretion of the HR Manager, Company Director or Company Owner and under exceptional circumstances.
When an exception is approved under the parameters of this policy it must be documented by law. The delegated staff member should add a note in the employee’s Carelink record under note type Police Check and flag an email reminder if follow up is required or place a note in the employee’s file in the Police Check folder.
Section 49 of the Accountability Principles enables a person to start work prior to obtaining a police certificate and pending an assessment of any criminal conviction identified in the certificate if:
- The care or other service to be provided by the person is essential; and
- An application for a police certificate has been made before the date on which the person first becomes a staff member or volunteer; and
- until the police certificate is obtained, the person will be subject to appropriate supervision during periods when the person has access to care recipients; and
- the person makes a statutory declaration stating that they have never been:
- convicted of murder or sexual assault; or
- convicted of, and sentenced to imprisonment for, any other form of assault.
In such cases, the approved provider must have policies and procedures in place to demonstrate:
- that an application for a police certificate has been made;
- the care and other service to be provided is essential;
- the way in which the person would be appropriately supervised; and
- how supervision will occur in a range of working conditions, e.g. during night shifts and holiday periods when supervisory staff numbers may be limited (Police Certificate Guidelines 2014: 8).
The original document must be sighted by the HR delegate or a certified copy presented.
A copy must be taken for the employee file and stored electronically, filed under the date of expiry and the applicant name. It is Subee Newlake policy that a copy be stored on file.
In addition, applicants must also sign the Criminal Record Statutory Declaration to confirm that they have no criminal convictions or pending charges.
A copy of the signed consent form for any checks requested by Subee Newlake must be kept on file; including copies of documents that make up the 100 point check.
The expiry date for the criminal record check will be entered into Carelink as part of the employee record and an expiry flag/email created to the user’s generic email address.
All records must be stored in accordance with the Privacy Act.
Police checks must not be printed out or considered part of a hardcopy file.
Police checks should be treated as records under the Privacy Act.
Subee Newlake conducts ongoing police checks with the PRM Group or other approved provider (CrimTrac Accredited) in accordance with provider guidelines and contractual obligations.
Ongoing checks are completed only for existing staff when their current check is pending expiration.
Subee absorbs all costs associated with ongoing checks.
All employees must complete a PRM Group National Police Checking Service Informed Consent Form. This includes satisfying the Minimum Identity Requirements (100 point check). This is done as part of the application process. All documents must be verified for currency at the time of application.
Checks must be renewed prior to expiry. The Department of Social Services recommends allowing at least eight weeks for renewal.
Access to Subee’s PRM Group account is password protected. The primary account holder is the Company Director.
Where staff are contracted through another agency it is a legal requirement that Subee must hold evidence of contractual requirements with the agency that demonstrates compliance with police check processes.
Disclosable outcomes are reported to the company director via email
A disclosable outcome does not automatically exclude an individual applicant.
When assessing the relevance of an applicant’s Police History Information, the Company Director may consider the following:
- the relevance of the Police History Information to the inherent requirements of the work they will be required to do
- the seriousness of the conviction or offence
- the severity of any penalty imposed
- whether the offence has been decriminalised or removed from the statutes
- whether in relation to the offence there was a finding or guilt but without conviction, which may generally indicate a less serious view of the offence by the courts
- the age of the applicant when the offence occurred
- the period of time that has elapsed since the offence took place
- whether the applicant had a pattern of offences
- the circumstances in which the offence took place –for example, domestic situation
- whether the applicant’s circumstances have changed since the offence was committed, for example, previous drug use
- the attitude of the applicant to their previous offending behavior.
The Company Director will also pay consideration to convictions for murder or sexual or other assault and any conviction involving harm or exploitation of vulnerable people. These are considered prohibitive/precluding convictions under the Disability Inclusion Act 2014 (NSW) and Department of Social Services and will result in automatic exclusion from employment.
It is not illegal under the Fair Work Act 2009 to preclude a person from employment if they have a conviction for a precluding offence.
As per the Criminal Record Statutory Declaration employees are obliged to disclose convictions or charges recorded post-employment and points from Record Keeping and Ongoing Checks sections may be applicable.
Record Keeping and Ongoing Checks sections would also be applicable in assessing the ongoing engagement of a worker who has been charged with a prohibited (6.4) or other serious offence but has not yet been convicted.
The site Administration Assistant is responsible for monitoring and maintaining currency of Police Checks for all staff attached to that site including escalating (to the Company Director or Team Leader) and documenting any failure to comply with this policy.
Related and support documentation
Employment Application Form
PRM Group National Police Checking Service Informed Consent Form (Non controlled)
All resignations must be provided in writing, stating the reason for resigning your post.
Terminating your employment without notice
If you terminate your employment without giving or working the required period of notice, as indicated in your contract of employment, you will have an amount equal to any additional cost of covering your duties during the notice period not worked deducted from any termination pay due to you.
Return of employer property
On the termination of your employment, you must return all Employer property which is in your possession or for which you have responsibility. Failure to return such items within 7 days will result in the cost of the items being deducted from any monies outstanding to you.
All Employer property should be returned to management.
If either you or the Employer serves notice on the other to terminate your employment, the Employer may require you to take “garden leave” for all or part of the remaining period of your employment.
During any period of garden leave you will continue to receive your full salary and any other contractual benefits.
It is the policy of Subee Pty Ltd to operate this Business in a manner that aspires to provide the highest level of protection against possible risk to the Health & Safety and Wellbeing of its employees; service providers; clients and visitors.
This Policy applies to all employees of Subee Newlake.
The Work, Health, Safety & Rehabilitation of all workers employed within Subee Newlake and those visiting, is considered to be of the utmost importance. Resources commensurate with the importance attached to work, health, safety & rehabilitation will be made available to comply with all relevant Acts and Regulations and to ensure that the workplace is safe and without risks to health.
It is our aim that work activities, carried out by our employees whether permanent or casual will be undertaken with all reasonable and practicable measures applied to prevent risk to their health safety and welfare whilst at work. The management of safety in the workplace is assessed in consultation with our workers and management to identify hazards, assess risks; implement effective measures to either eliminate or reduce those risks as far as reasonably practicable.
In support of our aims and values, and to foster continuous improvement with the control of work-related injury and illness, a safety Management System has been developed in accordance with Australian Standard AS 4801- 2008. The system includes formal procedures for identifying, assessing and controlling risks in the workplaces.
Subee Newlake is committed to complying with relevant legislation, acts, regulations, codes of practices and standards. The Safety System incorporates the establishment, monitoring and review of safety objectives and targets.
All employees and Coordinators are encouraged to co-operate with the promotion and compliance of this policy and must ensure that they demonstrate their duty of care for safety, health and welfare for others and themselves.
The Coordinators will communicate with employees and Service Users to ensure that health, safety and welfare requirements are addressed. All employees are provided with adequate facilities for their welfare at all workplaces, and are given relevant information, instruction training and supervision necessary to ensure they are safe from injury and risks to health. Subee Newlake will ensure appropriate resources are allocated to administer this policy.
Subee Newlake uses CGU Insurances to provide equitable management of WorkCover claims. Subee Newlake has a Rehabilitation Program in place to support any employees who are suffering from work-related injury or illness.
Workplace Health & Safety responsibilities are defined in the Position Description and communicated upon employment and again through Induction.
In order to prevent the introduction of virus contamination into the software system, the following rules must be observed:
- unauthorised software including public domain software, magazine cover disks/CDs, applications, or internet downloads must not be used; and
- all software must be virus checked using standard testing procedures before being used.
Use of Computer Equipment
In order to control the use of the Employer’s computer equipment and reduce the risk of contamination,
the following rules will apply:
- the introduction of new software and applications must first of all be checked and authorised by management before general use will be permitted;
- only authorised employees are permitted access to the Employer’s computer equipment;
- only software that is used for business applications may be used on the Employer’s computer
- no software may be brought onto or taken from the Employer’s premises without prior authorisation;
- unauthorised access to computing facilities will result in disciplinary action up to and including termination; and
- unauthorised copying and/or removal of computer equipment and/or software will result in disciplinary action up to and including termination.
The purpose of this policy is to provide a framework to ensure that the expectations and rules relating to the use of the internet while performing duties for the Employer are clear.
Authorised employees are encouraged to make use of the internet as part of their professional activities. This includes, but is not limited to, accessing the internet on Subee Newlake devices. Attention must be paid to ensuring that published information has relevance to normal professional activities before material is released in the Subee Newlake’s name. Where personal views are expressed, a disclaimer stating that this is the case should be clearly added to all correspondence.
The availability and variety of information on the internet means that it can be used to obtain material reasonably considered to be offensive. The use of the internet to access and/or distribute any kind of offensive material, or material that is not work-related, leaves an individual liable to disciplinary action up to and including termination.
Subee Newlake will not tolerate the use of the internet at work for unofficial or inappropriate purposes, including:
- accessing websites which put the Employer at risk of viruses, compromising copyright or intellectual property rights;
- using Employer devices to access the internet for inappropriate or illegal purposes;
- using social media in breach of the Employer’s social media policy;
- accessing the Employer’s internet on personal devices;
- connecting, posting or downloading any information unrelated to their employment and, in particular, pornographic, or other offensive material; and
- engaging in computer hacking and other related activities, or attempting to disable or compromise the security of information contained on the Employer’s computers.
You are reminded that these activities may constitute a criminal offence.
The use of the work email system (work email) is encouraged as its appropriate use facilitates efficiency. Used correctly, it is a facility that is of assistance to the Employer. However, inappropriate use causes several problems, including distractions, time wasting and legal claims.
Unauthorised or inappropriate use of work email may result in disciplinary action up to and including summary termination.
Work email is available for communication and matters directly concerned with the legitimate business of the Employer. Employees using work email should:
- comply with Employer communication standards;
- only send emails to those to whom they are relevant;
- not use email as a substitute for face-to-face communication or telephone contact;
- not send inflammatory emails (i.e. emails that are abusive or may be perceived as abusive);
- be aware that hasty messages sent without proper consideration can cause upset, concern or misunderstanding;
- if the email is confidential, ensure that the necessary steps are taken to protect confidentiality; and
- be aware that offers or contracts transmitted by email are as legally binding on the Employer as those sent on paper.
The Employer will not tolerate the use of work email for unofficial or inappropriate purposes, including:
- any messages that could constitute bullying, harassment or other detriment;
- personal use (eg social invitations, personal messages, jokes, cartoons, chain letters or other private matters);
- on-line gambling;
- accessing or transmitting pornography;
- social media;
- transmitting copyright information and/or any software available to the user; or
- posting confidential information about other employees, the Employer or its customers or suppliers.
The Employer considers any and all data created, stored or transmitted upon the systems (the Systems) as work product and as such, expressly reserves the right to monitor and review any data upon the Systems, including your usage and history, on an intermittent basis without notice.
In addition to this, the Employer has the right to protect its business interests and confidentiality. This includes the right to survey, audit and/or monitor the Systems, including but not limited to:
- monitoring sites users visit on the internet;
- monitoring time spent on the internet;
- reviewing material downloaded or uploaded; and
- reviewing emails sent and received.
Information reports will be available to the Employer which can subsequently be used for matters such as system performance and availability, capacity planning, cost re-distribution and the identification of areas for personal development.
For the avoidance of doubt, the Employer reserve the right to monitor all internet and email activity by you for the purposes of ensuring compliance with the Employer’s policies and procedures and for ensuring compliance with the relevant regulatory requirements and you hereby consent to such monitoring. Information acquired through such monitoring may be used as evidence in disciplinary proceedings.
Any work-related issue or material that could identify an individual who is a customer/client or colleague, which could adversely affect the Employer, a customer/client or the Employer’s relationship with any customer/client must not be placed on any social networking site.
This means that, unless otherwise authorised, work related matters must not be placed on any such site at any time either during or outside of working hours and this includes access via any mobile computer equipment, including mobile phone or other devices.
Likewise, all employees are strictly prohibited from using social media (whether on the Employer’s devices or their own personal device) during work time.
You may be granted access to the Employer’s social media in order to complete your duties as directed by the Employer. Any access to the Employer’s social media must be approved, in writing, by management prior to any work performed. During this access, you must not bring the Employer, its clients, suppliers, contractors or any other associated parties into disrepute through the content of your usage. While representing the Employer on social media, it is expected that you will exhibit a professional and courteous attitude with customers, your colleagues, suppliers and other members of the public and ensure that you always act in the Employer’s best interests.
Any breach of this policy will be considered serious and may result in disciplinary action.
Phones and Other Devices
The Employer’s phones, computers, laptops and other devices are to be used for business purposes only. Any unauthorised personal use may be repayable by you and may result in disciplinary action up to and including termination. The Employer reserves the right to request to deduct the appropriate sums from your salary if repayments are not made.
Limited and reasonable use of personal mobile phones, mp3 players and other personal devices is permitted, provided such devices are set to silent and the use does not impact on your output or quality of work. The Employer reserves the right to ask you to switch off any device at any time.
Surveillance may be conducted in the workplace. If you are a new employee, the surveillance may already be in place and could start immediately on commencement of work.
Surveillance may be conducted using:
- Internet usage recording devices, such as data capture, web browsing and email history captured on servers, and keystroke recognition;
- any form of visual recording devices including all types of camera, such as CCTV cameras;
- any form of audio recording devices; and
- electronic recording devices in any part of the workplace.
The surveillance may be conducted at any time and any employee may be subject to surveillance. The surveillance may be continuous or intermittent at the Employer’s discretion. The Employer may, at their discretion, disclose the surveillance records for any reason that is not barred by privacy legislation.
You may consult with the Employer regarding any concerns about the surveillance. All cameras are visible and recording devices (including cameras) will not be placed in bathrooms or change rooms.
The purpose of the surveillance is to ensure the safety and security of employees, visitors and property. The Employer reserves the right to review and use the CCTV in disciplinary proceedings.
You should behave with civility towards fellow colleagues, clients and members of the public, whilst at work. Rudeness will not be permitted. Objectionable or insulting behaviour or bad language may result in disciplinary action up to and including termination.
You should use your best endeavors to promote the interests of the Employer and shall, during normal working hours, devote the whole of your time, attention and abilities to the Employer and its affairs.
Any involvement in activities which could be construed as being in competition with the Employer is not allowed.
Friends and family in the workplace
Friends and family must not be in the workplace, unless approved in advance by the Employer, due to an emergency or for genuine business reasons. It is your responsibility to ensure that friends and family are not in the workplace for longer than necessary.
Conflict of interest
You may not be involved, employed or engaged in any activity which may be or is likely to create a conflict of interest. The Employer may take whatever action it determines appropriate to avoid the actual or potential conflict of interest. Such action may include: transfers, reassignments, changing shifts, or, where the Employer deems such action appropriate, termination of employment.
We maintain a policy of “minimum waste”, which is essential to the cost-effective and efficient running of the business.
You can promote this policy by taking extra care during your normal duties by avoiding unnecessary or extravagant use of services, time, energy, etc. The following points are illustrations of this:
- handle machines, equipment and stock with care;
- turn off any unnecessary lighting and heating;
- keep doors closed whenever possible;
- double side printing, including re-using scrap paper, where possible;
- ask for other work if your job has come to a standstill; and
- start with the minimum of delay after arriving for work and after breaks.
- any damage to vehicles, stock or property (including non-statutory safety equipment) that is the result of your carelessness, negligence or deliberate vandalism will render you liable to pay the full or part of the cost of repair or replacement;
- any loss to the Employer that is the result of your failure to observe rules, procedures or instruction, or is as a result of your negligent behaviour or your unsatisfactory standards of work, will render you liable to reimburse to us the full or part of the cost of the loss; and
- in the event of an at fault accident whilst driving one of the Employer’s vehicles you may be required to pay the cost of the insurance excess.
In the event of failure to pay, the Employer reserves the right to deduct such costs from your pay.
Dress and appearance
Consistent with the culture of Subee Newlake, you will be expected to present a professional image with regard to your appearance and standards of dress and maintain excellent standards of personal hygiene at all times.
Subee Newlake has uniforms for purchase. Instructions can be found at the HR page of the Staff Portal. These must be worn at all times whilst at work and laundered on a regular basis.
Personal protective equipment (PPE) and clothing may be issued for your protection because of the nature of your job and if issued must be worn and used at all appropriate times. Failure to do so could be a contravention of your health and safety responsibilities. Once issued, this protective wear/equipment is your responsibility.
If you arrive for work in a manner that does not comply with this policy, your manager will advise you that you are not dressed or groomed appropriately to perform your duties. As a result, you may be sent home to change with any resulting lost time being unpaid.
Any deliberate or persistent breaches of this policy may result in disciplinary action being taken against you. If you are in any doubt whether any aspect of your appearance or attire is appropriate for your job role you should contact management.
- Promoting an understanding of our clients’ needs and expectations, together with a culture of exceeding client expectations.
- Developing seamless processes by fully integrating the services provided to our clients and service brokers.
- Monitoring our performance through performance metrics in order to continually improve our processes and services.
The Quality Policy guides our daily operations. Management on all levels communicates and explains the Quality Policy to all employees so that all employees are familiar with the policy and its intent.
Changes in personal details
You must notify the Employer of any changes in your personal details including but not limited to your name, address, telephone number, emergency contact so that we can maintain accurate records.
You are expected to devote the whole of your time and attention during working hours to our business. If you propose taking up additional employment with an Employer or pursuing separate business interests or any similar venture, you must discuss the proposal with your manager in order to establish the likely impact of these activities on both yourself and the Employer. You will be asked to give full details of the proposal and consideration will be given to:
- working hours;
- competition, reputation and credibility;
- conflict of interest; and
- health, safety and welfare.
You will be notified in writing of the Employer’s decision. The Employer may refuse to consent to your request.
If you work without consent this could result in the termination of your employment.
If you already have any other employment or are considering any additional employment, you must notify the Employer so that we can discuss any implications arising from such employment, i.e. working time, health and safety issues or conflicts of interest.
You may not under any circumstances, whether directly or indirectly, undertake any other duties of whatever kind during your hours of work with the Employer or whilst on Employer premises. Unless approved by the Employer, you may not under any circumstances perform services similar to what are performed for the Employer at your residence or at any other site in exchange for compensation.
Banking and expenses
We will reimburse you for any reasonable expenses incurred where these are authorised by management. You must provide receipts for any expenditure.
You are required to ensure that the use of any Employer card and/or bank accounts is limited to business related expenses and is completed in a safe and secure manner.
Employee’s property and lost property
We do not accept liability for any loss of, or damage to, property that you bring onto the premises. You are requested not to bring personal items of value onto the premises and not to leave any items overnight.
Subee Newlake staff are responsible for maintaining professional boundaries in their day to day work with clients, families and stakeholders. Professional boundaries enable staff and clients/family to engage safely and effectively in a therapeutic relationship.
This policy has been written for and applies to all Subee Newlake staff, clients, clients families and stakeholders.Professional boundaries are the limits to the relationship of a member of staff and a person in their care which allows for a safe, therapeutic connection between staff and that person ( and their nominated partner, family and friends), protecting both staff and client.
Professional boundaries are bidirectional applying to both clients as well as staff.
Understanding of professional boundaries includes recognising the potential conflicts, risks and complexities of providing care and support to clients.
Subee Newlake staff are trained in professional boundaries through:
- Being provided with and signing off on the organisations requirements for ethical conduct which is outlined in their Code of Conduct Policy
- The Altura eLearning Module: Professional roles and responsibilities.
- The Quick Reference Guide given to support workers at induction outlines key point around professional boundaries.
Professional boundaries for employees can be complicated by the ongoing length or frequency of services provided to client.
It can be challenging, and staff should raise any concerns or training needs with their manager.
Social relationships between Subee Newlake staff and clients, family members are NOT appropriate, and this includes social relationships via social networking sites or electronic means.
Any contact made by clients directly to staff via social networking sites or phone is also NOT allowed and staff should report directly to their line
Subee Newlake staff who visit clients at home must only be on work related business which is agreed by the team and documented in the Client Support Plan.
Requests by clients and families for staff to visit at home outside of these arrangements should be Professional Boundaries declined by staff, documented in their progress notes under issues and concerns and relayed to the line
Staff are encouraged to declare to their manager if there is a pre-existing social relationship (acquaintance, friend, relative connection etc.) with a
client or their family. The Manager will manage any declaration sensitively and maintain confidentially at all times and only inform others on a need to know basis.
Breaches of professional boundaries will be managed in line with existing performance management procedures to ensure the safety of staff and client/families is managed accordingly.
Any breaches of professional conduct will be reordered on TRACK in the appropriate clients or staff file.
Procedures to keep you safe
With the exception of our office-based staff, one of the challenges of community nursing is working alone both geographically and in isolation from other team members.
- Know what measures are in place, be aware of alarm systems, be familiar with other persons in immediate proximity, and know exits and entrances.
- Ensure phones and vehicles are in good working condition.
- If work involves areas which are isolated, poorly lit at night or known for high crime rates, arrange to check in with office or out of hours staff, or work with a partner if possible.
- If a potentially violent situation occurs be aware of what might be used as a weapon against you, and of possible escape routes.
- Try to maintain a comfortable level of heating and lighting in buildings.
- Care staff are advised to carry a torch, mobile phone and personal alarm.
- Care staff should have a first aid kit in their vehicle.
- All staff should be familiar with the Lone Worker Risk Assessment which can be completed by the care worker or case manager as issues are identified.
- Subee Newlake Lone Workers Policy is accessible on the staff portal
If you believe that the Employer or any of its officers or employees is involved in any form of wrongdoing such as:
- committing a criminal offence;
- failing to comply with a legal obligation;
- endangering the health and safety of an individual;
- environmental damage; or
- concealing any information relating to the above,
You should, in the first instance, report your concerns to management who will treat the matter with complete confidence. If you are not satisfied with the explanation or reason given to you, you should raise the matter with the appropriate organisation or body, eg the police, the Environment Protection Agency or the health and safety regulator.
You will not suffer any detriment as a result of any genuine attempt to bring to light matters of concern. However, if this procedure has not been invoked in good faith (eg for malicious reasons or in pursuit of a personal grudge), then you may be subject to disciplinary action up to and including termination.
We recognise that during your employment with us you may find yourself less capable of conducting your duties. This might commonly be because either the job changes over time and you fail to keep pace with the changes, or you change (perhaps because of health reasons) and you can no longer cope with the work.
Job changes/general capability issues
If we have general concerns about your ability to perform your job or if the nature of your job changes, we will try to ensure that you understand the level of performance expected of you and that you receive adequate training and supervision. Concerns regarding your capability will normally first be discussed in an informal manner and you will be given time to improve.
If your standard of performance is still not adequate, you will be warned in writing that a failure to improve and to maintain the performance required could lead to your termination. We will also consider the possibility of a transfer to more suitable work if possible.
If there is still no improvement after a reasonable time and we cannot transfer you to more suitable work, or if your level of performance has a serious or substantial effect on the Employer to its detriment, you will be dismissed with the appropriate notice.
Personal circumstances and health issues
Personal circumstances may arise which do not prevent you from attending work but which prevent you from carrying out your normal duties (eg a lack of dexterity or general ill health). If such a situation arises, we will normally need to have details of your medical diagnosis and prognosis so that we have the benefit of expert advice.
Under normal circumstances, this can be most easily obtained by asking your own doctor for a medical report. Your permission is needed before we can obtain such a report and we will expect you to co-operate in this matter should the need arise. When we have obtained as much information as possible regarding your condition and after consultation with you, a decision will be made about your future employment with the Employer in your current role or, where circumstances permit, in a more suitable role.
There may also be personal circumstances which prevent you from attending work, either for a prolonged period or for frequent short absences. Under these circumstances, we will need to know when we can expect your attendance record to reach an acceptable level. This may again mean asking your own doctor for a medical report or by making whatever investigations are appropriate in the circumstances. When we have obtained as much information as possible regarding your condition, and after consultation with you, a decision will be made about your future employment with the Employer in your current role or, where circumstances permit, in a more suitable role.
Short service employees
We retain discretion in respect of the capability procedures to take account of your length of service and to vary the procedures accordingly. If you have a short amount of service, you may not be in receipt of any warnings before termination, but you will retain the right to a hearing.
This policy sets standards of performance and behaviour expected by Subee Newlake, together with the procedure to be followed in the event of disciplinary issues. The policy aims to help promote fairness and order in the treatment of individuals. It is Subee Newlake’s aim that the rules and procedures should emphasise and encourage improvement in the conduct of individuals where they are failing to meet the required standards, and not be seen merely as a means of punishment. We reserve the right to amend these rules and procedures where appropriate.
Every effort will be made to ensure that any action taken under this procedure is fair, with you being given the opportunity to state your case.
The following rules and procedures should ensure that:
- the correct procedure is used when requiring you to attend a disciplinary hearing;
- you are fully aware of the standards of performance, action and behaviour required of you;
- disciplinary action, where necessary, is taken speedily and in a fair, uniform and consistent manner;
- you will only be disciplined after careful investigation of the facts and the opportunity to present your side of the case;
- at all disciplinary hearings, rather than investigatory meetings, you have the right to be accompanied by a support person at all stages of the formal disciplinary process;
- you will not normally be dismissed for a first breach of discipline, except in the case of serious misconduct; and
- if you are disciplined, you will receive an explanation of the penalty imposed.
On some occasions temporary suspension on contractual pay may be necessary in order that an uninterrupted investigation can take place. This should not be regarded as disciplinary action or a penalty of any kind. The Employer reserves its right no to follow all of the aforementioned disciplinary rules and regulations.
It is not practicable to specify all disciplinary rules or offences that may result in disciplinary action, as they may vary depending on the nature of the work. In addition to the specific examples of unsatisfactory conduct, misconduct and serious misconduct shown in this policy, a breach of other specific conditions, procedures and practices set out elsewhere in this Employee Handbook or that have otherwise been made known to you, will also result in this procedure being used to deal with such matters.
Rules covering unsatisfactory conduct and misconduct
You will be liable to disciplinary action if you are found to have acted in any of the following ways:
- failure to abide by the Employer’s health and safety policies and procedures and your general health and safety responsibilities;
- actions which could threaten the health and safety of yourself, your colleagues or others;
- persistent absenteeism and/or lateness;
- unsatisfactory standards or output of work;
- rudeness towards customers/clients, members of the public or your colleagues, objectionable or insulting behaviour, harassment, bullying or bad language;
- failure to devote the whole of your time, attention and abilities to our business and its affairs during your normal working hours;
- unauthorised use of email, internet and/or social media;
- failure to carry out all reasonable instructions or follow our rules and procedures;
- use of the Employer’s vehicles without approval or the private use of our commercial vehicles without authorisation;
- failure to report any incident whilst driving the Employer’s vehicles, whether or not personal injury or vehicle damage occurs;
- if your work involves driving, failure to report immediately any type of driving conviction, or any summons which may lead to your conviction;
- carrying unauthorised goods or passengers in the Employer’s commercial vehicles or the use of the Employer’s vehicles for personal gain;
- loss of driving licence where driving on public roads forms an essential part of the duties of the role;
- unauthorised use or negligent damage or loss of our property; and
- failure to report immediately any damage to property or premises caused by you. This list is not exhaustive.
Occurrences of serious misconduct are significant because the penalty may be termination without notice, even without any previous warning being issued. It is not possible to provide an exhaustive list of examples of serious misconduct. However, any behaviour or negligence resulting in a fundamental breach of your contractual terms that irrevocably destroys the trust and confidence necessary to continue the employment relationship will constitute serious misconduct.
Examples of offences that will normally be considered serious misconduct include serious instances of:
- theft or fraud;
- physical violence or bullying;
- deliberate damage to property;
- deliberate acts of unlawful discrimination or harassment;
- possession, or being under the influence, of illegal drugs at work; and
- breach of the Employer’s health and safety policies and procedures and your general health and safety responsibilities or any actions that endangers the lives of, or may cause serious injury to, employees or any other person.
We retain discretion in respect of the disciplinary procedures to take account of your length of service and the severity of the misconduct to vary the procedures accordingly. If you have a short amount of service you may not be in receipt of any warnings before termination, but you will retain the right to a disciplinary hearing.
If a disciplinary penalty is imposed it will be in line with the procedure outlined above, which may encompass a formal verbal warning, written warning, final written warning, or termination, and full details will be given to you.
There may be occasions where the performance or conduct of an employee is serious enough to by-pass one of the above steps and move immediately to a first and final written warning but not a summary termination. This option might be used in circumstances where the Employer’s policy is breached but it is not so serious as to warrant instant termination.
In all cases, warnings will be issued for misconduct, irrespective of the precise matters concerned and any further breach of the rules in relation to similar or entirely independent matters of misconduct will be treated as further disciplinary matters and allow the continuation of the disciplinary process through to termination if the warnings do not change behaviour.
If you are in a supervisory or managerial position then demotion to a lower status at the appropriate rate of pay may be considered as an alternative to termination, except in cases of serious misconduct.
In exceptional circumstances, suspension from work without pay for up to five days as an alternative to termination (except termination for serious misconduct) may be considered by the person authorised to dismiss.
Serious misconduct offences will result in termination without notice.
It is important that if you feel dissatisfied with any matter relating to your employment you should have an effective means by which to raise such a grievance and, where appropriate, have it resolved.
Nothing in this procedure is intended to prevent you from informally raising with your manager any matter you may wish to mention. Informal discussion can frequently solve problems without the need for a written record. However, if you wish to raise a formal grievance you should normally do so in writing from the outset.
If you feel aggrieved at any matter relating to your work (except harassment, for which there is a separate procedure), you should first raise the matter with your manager, explaining fully the nature and extent of your grievance. You will then be invited to a meeting at a reasonable time and location at which your grievance will be investigated fully. You must take all reasonable steps to attend this meeting. You will be notified of the decision, in writing, normally within ten working days of the meeting.
While the operation of the Privacy Act does not apply to the Employer in regard to any acts which directly relate to:
- the employment relationship between the Employer and the individual; and
- an employee record held by the Employer, the Employer treats the handling of your personal information very seriously. Accordingly, the purpose of this policy is to ensure the protection of your privacy in relation to the handling of your personal information.
Collection of private information
Personal information may be collected during the recruiting process and throughout your employment with the Employer. This personal information may be disclosed to other areas within the business for administrative purposes and for the progression of your application. All confidential information will be used for legitimate purposes in accordance with relevant legislation.
Personal information includes information relating to:
- the engagement, training, disciplining or resignation of the employee;
- termination of the employment of the employee;
- terms and conditions of employment of the employee;
- employee’s personal and emergency contact details;
- employee’s performance or conduct;
- employee’s hours of employment; employee’s salary or wages;
- employee’s membership of a professional or trade association;
- employee’s trade union membership;
- employee’s recreation, long service, sick, personal, maternity, paternity or other leave, and
- employee’s taxation, banking or superannuation affairs.
All reasonable attempts will be made to keep this information relevant, complete and current. You must ensure that any personal information provided is accurate and current.
Considering the above objective, every employee is responsible for the appropriate handling of such information and to prevent unlawful disclosure.
If you have access to this information or any personal information belonging to another employee or a client of Subee Newlake, you must ensure that you maintain the confidence of any confidential information that you have access to, or become aware of, during the course of your employment and will prevent its unauthorised disclosure or use by any other person.
You will not use the confidential information for any purpose other than for the relevant and related Employer processes during or after your employment.
Any action in breach of this policy may result in disciplinary action being taken.
We recognise that discrimination is unacceptable and, although equality of opportunity has been a long-standing feature of our practices and procedure, we have made the decision to adopt a formal equal opportunities policy.
Breaches of the policy will lead to disciplinary proceedings and, if appropriate, disciplinary action.
The aim of the policy is to ensure that no job applicant or employee is discriminated against either directly or indirectly on the grounds of age, disability, gender identity, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.
The policy will be communicated to all private contractors reminding them of their responsibilities in respect of equality of opportunity.
We will maintain a neutral workplace in which no employee or other worker feels under threat or intimidated.
Recruitment and selection
The recruitment and selection processes are crucially important to any equal opportunities policy. We will endeavour through appropriate training to ensure that employees making selection and recruitment decisions will not discriminate, whether consciously or unconsciously, in making these decisions.
Promotion and advancement will be made on merit and all decisions relating to this will be made within the overall framework and principles of this policy.
We will adopt a consistent, non-discriminatory approach to the advertising of vacancies. We will not confine our recruitment to areas or media sources which provide only, or mainly, applicants of a particular group. All applicants who apply for jobs with us will receive fair treatment and will be considered solely on their ability to do the job.
All employees involved in the recruitment process will periodically review their selection criteria to ensure that they are related to the job requirements and do not unlawfully discriminate.
Short listing and interviewing will be carried out by more than one person where possible.
Interview questions will be related to the requirements of the job and will not be of a discriminatory nature. Selection decisions will not be influenced by any perceived prejudices of other staff. All promotions will be in line with this policy.